Library Automation of Al-Barkaat Institute of Management
Studies, Aligarh with help Alice for Window (AFW) Library
*Parvez Ahmad, **Jafar Iqbal
*Librarian, Al-Barkaat Institute of Management Studies, Anoop Shahr, Road, Aligarh-202 002,
E-mail: email@example.com, ** Research Scholar, Deptt. of Library & Information Science, Aligarh
Muslim University, Aligarh-202002, E-mail: firstname.lastname@example.org
Introduction to culti vate wisdom and learning, the Society
In the present age of information, it has been established Al-Barkaat Institute of Management
increasingly felt that information needs and Studies in 2004.
users must become the central focus of attention, The Institute has all up-to-the-minute facilities,
to serve users better. Success of information such as fully automated library, spacious
service is more likely to be achieved by adjusting classrooms, state-of-the-art computer labs, on-
the services to meet the specific needs of an campus hostel accommodation, seminar rooms,
individual rather than trying to adapt the conference hall, indoor & outdoor games
individual user to match with the output of the facilities, canteen, gymnasium etc. The role of
information system. the Institute is to impart quality management
Libraries play vital role in the educational, education to equip young men and women of
industrial and technological progress of a our country with knowledge, skills, and a
country. Progress of the nation depends upon positive attitude to help them to make a
advance knowledge gained by educationists, meaningful contribution to the economic well-
technologists, engineers and scientists of the being of the country.
country. Hence the role of libraries in Universities ABIMS Library: an overview: The library is
and then educational institutions is to active a the heart of every educational institute which
free flow of information from the point of breathes knowledge and information into the
generation to the point of utilization of minds of the students. The Al-Barkaat Institute
information efficiently and effectively. The of Management Studies has a well equipped
present educational policy emphasizes on self- Library with an elaborate collection of books,
study, experiments, field study and research journals, project reports, Audio-Video materials
rather than classroom study. Therefore, library and other resources to serve its users.
has to play vital role in the higher education to ABIMS Library is fully automated with using
meet user requirements. Optimum use of barcode technology to issue and return books
resources is possible through networks only. with the help of Alice for Window Library
Al-Barkaat Institute of management Studies: software. The library aims at providing timely,
a profile reliable and comprehensive information on the
Al-Barkaat Educational Society is dedicated contemporary and topical sphere pertaining to
to the memory of renowned Persian and Hindi multifarious aspects of management.
Sufi poet, Syed Shah Barkatullah of Mahrehra ABIMS Library Collection summary:
in the District of Etah in Uttar Pradesh and it Books 10,000
derives inspiration from the being and wisdom Journals 75
of a galaxy of memorable Sufis of Khanqah-e-
Bound Volumes 725
Barkaatiya, Mahrehra Sharif. With a clear aim
Inplant Training / Project Reports 500
Reprint request: Parvez Ahmad AV-Materials 10
Librarian, Al-Barkaat Institute of Management CD-Roms 335
Studies, Anoop Shahr Road
Aligarh-202 002, U.P.
E-mail: email@example.com Charts 10
Parvez Ahmed et al. Indian Journal of Library and Information Science. May - August 2009; Vol.3 No.2 81
Library Staff: ABIMS Library has good team documents & the main thing is implication of
of qualified Professional, Semi- five Laws of library science.
Professional, Non-Professional Staff. Al-Barkaat Institute of Management Studies
Library Services: ABIMS Library is providing is one of the best management institute in
Aligarh which have a computerized Library.
the following services to its Users: Computerization started since 2007 and built a
· Circulation complete database of over 10,000 books, 1000
· Reference Service Current and Back Volumes of journals and
reports. Further we have Online Services
· Current Awareness Service (CAS) provided to our users through our INTER
· Reprographic Service LIBRARY LAN SYSTEM consisting of 5
· Audio-Visual service terminals connected to the Main Library Server
storing our database. The ONLINE PUBLIC
· OPAC ACCESS CATALOG (OPAC) is used to carry
· E-mail and Internet out online searches of library database by
· CD-Rom Database Author, Title, Keywords and Accession
Numbers which enables users to provide good
· Inter Library Loan
reference service to staff and students.
· Book Bank
Need and Significance of Study
ABIMS Library has rich collection of books of
To fulfill the demand of five laws of library
Indian and International publications & has
science automation has been essential for every
excellent collection of Encyclopedias, latest
library because automation satisfied the
Journals (The Economist, Harvard Business
requirement of these laws which are pillar of
Review, Vikalpa, Decision, IIMB Management
library science. By the following point we can
Review, etc.), Magazines, and Newspapers. It
understand the need of library automation:
has wide collection of Project Reports and Case
Studies. The library maintains e-resources and · Improve the quality, speed, &
has a digital library on GSDL, which can be effectiveness of services.
accessed by any terminal in ABIMS campus. · Improve access to other networks &
Along with this, library has subscribed some systems, including the web.
online journals also. · Improve the management of physical
Automation of ABIMS library & financial resources.
In one word we can say when we use · Facilitate wider access to information
computer & information technology in library & dissemination of information product
operations such as in Acquisition, cataloguing, & services to the users.
Circulation, Serial Control, etc. that is library · Provide easy & fast access to the library
automation or an Automated library in which material.
all the function getting done by the help of
computer & information technology. · Lastly save the time of users, Library
Staff & space of Library.
The automation of libraries and information
centers in India started in middle 1950’s till Issues of Previous System
1980’s the concept of automation was centered There are many issues of previous system,
on the use of computers & information which can be listed as:
technologies for housekeeping operations and · The process of issue and return of books
information services by individual libraries. is manual and time consuming.
There are certain factors responsible for the
automation of the libraries. Information · The fine calculation is manual and hence
explosion, increased user’s demand, labor prone to mistakes.
intensive nature of work, changing concepts of · The interface for searching of books is not
82 Parvez Ahmed et al. Indian Journal of Library and Information Science. May - August 2009; Vol.3 No.2
user friendly. are integrated packages covering many
· The book search facility is slow and does functions while others concentrate on specific
not always give correct results. functions including cataloguing and
management of information. There are many
· There is no provision for the members to automation software in India such as: Alice for
recommend any books. Windows, LibSys, SOUL, Granthalaya, CDS/
· There is no provision for the members to ISIS, PALMS (Prashad Automated Library
reserve books. Management System), WILISYS (WIpro Library
Selection of library software Information SYStem), Suchika, Troondon,
Sanjay. But ABIMS have selected Alice for
If a library wants to make a beginning; CDS/ windows.
ISIS is best suited as it involves minimum
investment on both hardware and software. Why ABIMS choose Alice for windows
Once a database with bibliographic details is (AFW)
developed, the same data can be used for Alice for Windows is an international
circulation activities. Here the selection of software package of Softlink International Co.
software becomes crucial because CDS/ISIS can and is marketed worldwide through various
efficiently handle only the cataloguing system. agencies based in USA, Australia, New Zealand,
Following criteria might help the librarians to Britain, Iceland, Singapore, Malaysia, India and
select the right software for other housekeeping Sri Lanka.It is a complete, integrated library and
operations. Who are the developers, whether an information management system, which brings
institution, or reputed company or few powerful automatic document and resource
individuals. The preference is for institution and control within the reach of all organizations,
second preference is for the reputed company. regardless their size. The package is available in
One has to be skeptical about the software four versions, for school libraries, academic
developed by individuals as there will be no libraries, special libraries and public libraries, so
continuity. that libraries can select according to their
1. How many times the software has been requirements. This package has some important
revised since the time of its first launch. features such as a rapid retrospective cataloguing
module, GUI technology, compatibility with
2. How many parameters are available for multimedia, and support for barcode
each module? More the parameters technology. The most impressive beauty of AFW
better will be the flexibility and needs no or is that, it is multimedia supportive.
Alice For Windows: an overview
3. Whether the software has facility to
import and export bibliographic data. AFW efficiently and effectively assists in the
management and control of library. It performs
4. Training and guidance after installation. all the functions require in a library system. Alice
5. Whether available on major operating is reliable and proven product. Over the last
systems. twenty five years it has grown and achieved the
6. Whether it is web interfacial. status of leading library automation software of
7. Whether it can be interfaced with the e-
mail system of the campus network. Silent Features:
8. Whether it has taken care of Y2K · Electronic Documents Cataloguing.
compliant. · Boolean Multiple Fields Search.
Library automation and networking · Reminder Notice Via e-mail to member.
software in India · Message popping for overdue of
In India many software packages are available Resource.
for these activities and many libraries have · Bulletin Board Failed Search Records
automated their various functions. Some of these Automatic Keyword Generation.
Parvez Ahmed et al. Indian Journal of Library and Information Science. May - August 2009; Vol.3 No.2 83
· See and See Also Reference Library Map. Modules Description:
· Multimedia Live Demonstration Member Inquiry or OPAC: AFW provides a powerful,
Card Generation With photograph. yet easy-to-use, search interface to locate items
· Reservation and booking of Resources in in your library collection. The OPAC (On-line
Intranet/Internet Environment. Public Access Catalogue) interface is often
referred to as OPAC, Inquiry, or Search. We have
· Barcode Labels and Spine Labels from customized the inquiry header, as you can see
software database Printing by using laser printer in below.
(no need to purchase barcode printer). Random
barcode generation is also possible.
Figure.1: Inquiry Module
Suppose user want to search book authored by Aswathapa, then he /she has to put these keywords in inquiry’s
search box and enter. After enter he/she can get the all collection of Aswathapa available in library. You just click
on your desired item & you will get the cover image of that particular item as in shown below. That is the beauty of
Figure 2: Extension of Inquiry Module
Management the no need to make a new entry for book only
This module deals with the entry of new we enter the new accession no. for this book,
books, and accordingly updates in the concerned and the database is updated. If no other copy of
database. During the entry of books, this module the book exists, then the book is first assigned
first checks the existing book database to see if a accession no. and then the other details of the
copy of the book is already exists. If yes, then book are entered and the database is updated.
84 Parvez Ahmed et al. Indian Journal of Library and Information Science. May - August 2009; Vol.3 No.2
During modification of existing books, the the librarian to make the required modifications
module first searches for the books in the and finally updates the database.
database and retrieves its details. It then allows
Figure 3: Catalouging Module
AFW automatically generate the keywords Circulation also maintains and follows your
from Title, Notes, Edition etc.for user search & library policies regarding who can loan out what
it also generate see & see also references for resource type and for how many days. When
catalogue search to the user. Its also generate selecting Loans, this is the window that appears.
various report for library uses. Maintenance of The cursor is automatically positioned in the
Authority files, including subjects, GMD, Enter barcode field and awaits a barcode or
authors, keywords, stop words, locations, command.
etc.Cataloguing and accessioning all resources. To loan out a resource, scan the borrower’s
Printing of reports, authority file lists and barcode or find the borrower by name. Here you
catalogues. can see the image of borrower. When the name
Circulation or barcode is entered, the Loan tab will turn
The circulation component of AFW is the area green indicating resources may now be scanned.
Scan the resource barcode on each resource the
in which you record resource transactions. borrower wishes to have and the transaction is
Circulation allows resources to be loaned out to complete.
borrowers and returned to the library.
Figure 4: Cerculation Module
Parvez Ahmed et al. Indian Journal of Library and Information Science. May - August 2009; Vol.3 No.2 85
In this module we decide the Maximum articles that can then be accessed by library users
number of loans per person for how many no. from Inquiry. Individual article information may
of days item can be borrowed to be set by count be recorded. This includes journal, issue, article
or by total monetary value? We can print title, author, length and starting page. Multiple
reservation notices when a reserved item is ready subjects can be added along with scanned
to collect? Default expiry date for reservations? images and extensive notes. Words in the notes
How long, in general, will a reservation be ‘live’, can be tagged as keywords.
i.e. how long will you wait for a resource The library user, when conducting a search
currently on loan to be returned before a in Inquiry, can access journal information en-
reservation is automatically cancelled? tered by the librarian. Any articles that are not
Acquisitions held by the library may be requested from the
Maintenance of budget information, the Wish OPAC, if this function has been authorized by
List, On Approvals, ordering, receipt of resources the librarian. If the library uses the Periodicals
and non-book expenses. The Acquisitions module then the location and availability of an
module is designed to assist the librarian with: article are also displayed.
Budgetary control of purchases (resource and Conclusion
general library expenses). Production of orders.
Processing of items received. Recording of “Library Automation” is a process of using
suggestions and requests onto a “wish list”, computer-based system to do house –keeping op-
Orders and requests to suppliers, lists of erations. Such as acquisition, circulation, classi-
resources purchased from a budget dissection, fication, cataloguing, stocktaking, etc.Library
claims for late orders, budget reports, and wish automation which started in the late 1970’s in a
list reports and “on approval” reports are all few special libraries has now reached most of
available. the university libraries. It is yet to take off in col-
Periodical lege libraries in India owing to various problems.
Details for each journal subscription are ABIMS Library is first fully automated library
entered, a list of expected issues is generated and among all self financing Institutes available in
the expected arrival date of each issue is Aligarh, which has provided, Online Services to
calculated. As each issue is received, it is its users through Inter Library LAN System in
accessioned and may be circulated. Any missing which users can access the library database from
or overdue issues are displayed and a claim may the Online Public Access Catalog (OPAC) and
be printed automatically for the supplier. A also helps to library staff to provide good refer-
circulation list is maintained for each journal and ence service to staff and students.
may be printed automatically for circulating References
newly arrived issues to users. 1. http://www.softlinkasia.com/Alice.htm (August 10, 2008)
Each journal or each issue becomes part of the 2. http://en.wikipedia.org/wiki/Library_automation (August 12,
main catalogue, if required. Thus subject
headings, notes and keywords can be assigned (August 12, 2008)
to each journal, or to each issue of each journal, 4.http://abims.ac.in/ (August 13, 2008)
thus increasing access through the Inquiry 5. G.K. Manjunath, Library Automation:Why and How? http://
module. In the latter case the linking facility in www.igidr.ac.in/lib/paper1.htm
normal cataloguing can then be used to associate 6. Rajinder Singh Aswal, Library Automation for 21st Century, Ess
catalogue records for individual articles with the Ess Publication, New Delhi. 2004
issue. Complete control of subscriptions, holdings 7. Bhojaraju G., Automation of ATEC Central Library: a Case Study.
In proceedings of workshop on Information Resource Management 13th-
and claims is provided. Minimal time is required 15th March, DRTC Bangalore. 2004.
to process each incoming issue. 8. K.R.Mulla & Shivakumar. A. S, and Chandrashekar. M,
Automation of HKBK College of engineering Library & information
Journal Indexing centre: A case study.
The Journal Indexing module allows the 9. In proceedings of National Seminar “Digital Resources and Services
operator to enter and index individual journal in Libraries”. April 30, Dept of Library & Information Science Kuvempu
University- Shimoga. Karnataka, India. 2004.
86 Parvez Ahmed et al. Indian Journal of Library and Information Science. May - August 2009; Vol.3 No.2